FAQ

Frequently Asked Questions

How does FlowCaptain access my Google Calendar?

You share your Google Calendar with a FlowCaptain service account. This gives FlowCaptain read/write access to check availability and create/modify events. Your Google account credentials are never stored.

Which languages are supported?

FlowCaptain supports German and English. The API automatically detects the language of the input and responds in the same language. Your voice bot can speak either language — FlowCaptain adapts.

Can my customers call from any phone number?

Yes. FlowCaptain uses caller ID when available to identify returning callers. If the caller uses a different phone than they booked with, the system falls through silently and uses other identifiers (name, date) to find the appointment.

How accurate is phone number recognition by voice?

Speech recognition has a high error rate (~70%) on phone numbers spoken over the phone. That's why FlowCaptain uses telephony caller ID instead of asking callers to say their number. Names and dates are much more reliable for voice recognition.

What happens if my calendar is temporarily unavailable?

If Google Calendar returns an error, FlowCaptain returns an honest error message rather than assuming you're free. This prevents double-bookings and makes the issue transparent to the caller.

Can I use multiple Google Calendars?

Each FlowCaptain calendar is connected to one Google Calendar. If you need to manage multiple calendars, create separate calendars in your workspace — one for each Google Calendar.

What happens to cancelled appointments?

Cancelled appointments are not deleted from Google Calendar. They are marked as [Storniert] (cancelled) and set to show as "free" so the time slot becomes available again. The event stays visible for your records.

Is there a limit on how many appointments can be booked?

There are no hard limits on bookings. Your opening hours and existing calendar events naturally control availability.

Which voice bot platforms work with FlowCaptain?

Any platform that supports MCP or REST API calls. We have specific setup guides for Retell AI and VAPI, but platforms like Voiceflow, Bland AI, or custom solutions also work via the REST API.

Can I test the API without a voice bot?

Yes. You can test all endpoints directly using curl, Postman, or any HTTP client. See the API Reference section for request/response examples.